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Administrator, Operations in Hartford, CT at National Multiple Sclerosis Society

Date Posted: 9/22/2018

Job Snapshot

Job Description

The National Multiple Sclerosis Society mobilizes people and resources to drive research for a cure and to address the challenges of everyone affected by MS. To fulfill this mission, the Society funds cutting-edge research, drives change through advocacy, facilitates professional education, collaborates with MS organizations around the world, and provides programs and services designed to help people with MS and their families move their lives forward. We partner with volunteers to accomplish our work. Staff members engage volunteers through effective and timely communications, facilitating meaningful opportunities, and continually seeking and providing feedback for reciprocal growth and learning.
The primary responsibility of this role is to ensure general operations are efficient, in compliance with Society policies and meet state regulations. This role provides support in functional areas of human resources, finance and accounting, risk management, event registration and cash management and general office and equipment maintenance. This role requires a general knowledge of business operations including specialized knowledge of basic accounting principles, human resources, and risk management. This role is both external and internal facing and requires a high degree of relationship management and confidentiality.
Essential Function/Responsibility
A. Finance and Accounting Support  

Mail and Revenue Processing -- Execute mail processes and ensure that processing policies are adhered to; provide support and implement process improvements to ensure compliance and successful implementation within the market.

  • Open and distribute incoming mail and run tape of all checks/cash received according to Society policies and procedures
  • Complete virtual remit check deposits and upload batch documents to SharePoint Deposit Workflow system within 24 hours; ensure cash deposits are made in a timely manner and compliant with Society controls and policies
  • Monitor completion status, facilitate money moves, and conduct data corrections as necessary

Support Centralized Accounting and Finance - Act as market liaison to ensure Accounts Payable Receivable functions are compliant with Society controls and adequately covered 

  • Work with A/P to support appropriate use of eProcurement to ensure payables and recurring obligations, are processed in an accurate and timely manner
  • Work with A/P and A/R to resolve market payable and receivable inquiries/issues
  • Complete month-end and year end reporting as required
  • Support and coordinate matching gifts process, including verifying donations and enter off-line matching gifts in Luminate where necessary

Event Registration and Cash Count Management -- This role will ensure appropriate staff and volunteers are available and trained to execute Society practices and policies to enhance constituent experience and ensure data integrity

  • Act as staff lead for "day of" event registration and donations in various locations or identify designee; prepare day-of event registration materials as needed
  • Partner with Development staff to ensure events are set up and managed with adequate staffing and volunteers and controls are in place for registrationand cash management
  • Prepare required secure recepticals and mailers for event donations
  • Process all "day of" event donations according to Society policies and defined lockbox protocols
  • Ensure credit card payments (offline and mobile pay) are processed according to Society policies
B. Administrator Support
  • Provide general support with various market administrative tasks such as, general event support, returning phone calls, and running data reports; as requested and where feasible
  • Support market leads in board meeting set up and management, including minutes preparation and GoToMeeting support as requrested
  • Assist with the preparation and distribution of donor tribute/memorial tax receipt letters
  • Assist with donor data entry; money moves and resolution of donor data issues
  • Other duties as assigned
  • Provide accurate annual (and as requested) property insurance updates as part of the renewal process
  • Assist other markets with administrative and financial functions as requested

C. Office and Equipment management- Manage general office operations to ensure prudent use of Society resources, safety, efficiency, availability, and follow-up for constituents and staff 
  • Check and update market voicemail daily
  • Order and maintain office supplies
  • Process and track first class and bulk mail and Business Reply Mail; ensure supplies are on hand
  • Maintain and secure all administrative files including documents pertaining to incorporation, license, tax, historical and other key market business files according to Society policies
  • Ensure Society contract compliance according to current policies
  • Maintain list of marketmarket assets and monitor health of office equipment; contact appropriate vendors as needed
  • Follow Society document retention policy and ensure applicable documents are secured and/or destroyed per the policy and schedule
  • Support the Society's Disaster Recovery/Business Contnuity Plan
  • Respond to landlord inquiries and facility issues in a timely manner
D. Human Resources
  • Assist hiring managers with employee onboarding and off-boarding, including set up of workstations, building access and parking, and managing I9 processes
  • Assist Human Resources with posting federal and state posters
  • Alert HR to employment related inquiries such as unemployment, references, employment verification, etc.)
  • Complete all incident reporting as required by Society policy
E. Volunteer Engagement
  • In partnership with volunteer engagement staff, recruit, train and develop a team of general office and event registration support volunteers to accomplish event and administrative tasks; ensure background checks are performed as required
  • Engage volunteers, effectively communicating and facilitating meaningful opportunities across all functions

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